DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

 

March 01, 2018

MEMORANDUM FOR SUPPLY DISCREPANCY REPORT (SDR) PROCESS REVIEW 

COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 

1250, Refining Business Rules and System Requirements for Identification of 

Duplicate Supply Discrepancy Reports (SDRs) (DLMS/SDR)

We are forwarding the attached approved change to DLM 4000.25, Defense Logistics 

Management Standards for implementation. Components must implement this change for DLMS 

compliance; refer to the implementation target timeline in the attachment for details.

Addressees may direct questions to Mr. Ben Breen, DOD Discrepancy/Deficiency

Administrator, e-mail DLMSSDR@dla.mil. All others must contact their Component designated 

Supply PRC representative or SDR PRC representative available at: 

http://www.dla.mil/HQ/InformationOperations/DLMS/DLMSPrograms/sdr/.

 

 

HEIDI M DAVEREDE

Director

Enterprise Business Standards Office

Attachment

As stated

cc: 

ODASD(SCI)
Attachment, ADC 1250

Page 1

Attachment to ADC 1250

Refining Business Rules and System Requirements for Identification of 

Duplicate Supply Discrepancy Reports (SDRs)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

Ben Breen, DOD Discrepancy/Deficiency Administrator, DLMS Program Office, e-mail: 

DLMSSDR@dla.mil

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Supply Discrepancy Reporting

b. Primary/Secondary Functional Process: DOD WebSDR Processing

2. REFERENCES:

a. Approved DLMS Change (ADC) 452, Implementation of DOD WebSDR Automated 

SDR Rejection Capability, December 19, 2011

b. Defense Logistics Management Standards Manual, DLMS 4000.25, Volume 2, 

Chapter 17, Supply Discrepancy Reporting

3. APPROVED CHANGE(S): Green highlighting identifies substantive changes subsequent 

to staffing.

a. Brief Overview of Change: This change mandates synchronization of all 

Component SDR systems for identification of a duplicate SDR. This requirement applies to 

DOD WebSDR and Component systems generating and receiving SDR transactions. It updates 

existing criteria for WebSDR to incorporate Document Type Code and documents a plan for 

terminating use of the Distribution Standard System (DSS) Automated Discrepancy Reporting 

System (ADRS) depot control number (DCN) in identification of duplicate SDRs at a future 

date.

b. Background:

(1) ADC 452 established WebSDR business rules to identify a duplicate SDR 

and directed Components to transition to equivalent rules stating the following:

“Duplicate SDR. Reject with Reply Code 719 (SDR rejected. Duplicate of previously 

submitted SDR) when a new SDR (Transaction Set Purpose Code 00) matches an

existing SDR record on document number/suffix, discrepancy code, and transportation 

control number (if provided) (where the original SDR has not been cancelled). The SDR 

will include remarks text (or tailored error message for on-line WebSDR users) as 

follows: “This new SDR matches an existing SDR record on document number/suffix, 

discrepancy code, and transportation control number (if provided).
Attachment, ADC 1250

Page 2

(2) Although ADC 452 identified duplicate criteria for Component SDR systems, 

a specific timeline was not established and some Components have not implemented the 

approved change. Component-unique business rules and corresponding systemic edits to

identify duplicate SDRs have resulted in a lack of standardization that creates confusion and 

miscommunication. What is acceptable in one system may not be acceptable in another, 

resulting in unnecessary delays in providing disposition instructions or credit to customers. SDR

rejections may result in Components communicating offline to resolve SDRs that were rejected 

due to another Component’s more stringent rejection criteria.

(3) During SDR implementation team teleconferences, Enterprise Business 

Standards Office (EBSO) and Component representatives discussed ongoing issues resulting 

from lack of standard duplicate SDR criteria. Consequently, Components provided the SDR 

Administrator their respective internal business rules and systemic edits for duplicate rejection. 

After review of each Component’s criteria and further discussion, the Components agreed there 

is a need to synchronize duplicate criteria across all SDR systems. 

(4) The DSS ADRS assigns a DCN to each SDR generated by a DLA 

Distribution Center. DCN assignment is unique only within each distribution center but not 

unique in DSS (all of DSS as a whole). This number distinguishes SDRs resulting from 

distribution center receipts, which would otherwise be considered as duplicates. This is 

necessary because distribution centers may receipt large shipments split among multiple 

receiving lines. Each receiving line may identify the same discrepancy in the shipment and 

submit a SDR for the quantity discrepant at that receiving line. ADRS does not recognize this 

situation as it should to either (a) consolidate the discrepancy and receipt information for 

submission of a single SDR or (b) submit SDR corrections to update the initial submission so 

that the single discrepant shipment is associated with a single SDR. Functionality for systemic 

consolidation would require a major enhancement to ADRS. Therefore, WebSDR will continue 

to use the ADRS DCN to recognize unique SDRs. Unfortunately, this places an additional 

burden on Component systems to consolidate the information for management purposes. This 

DLMS change directs DLA Distribution and DLA Disposition to establish a plan for process 

improvement so the ADRS DCN can be removed from duplicate criteria at a future date.

c. This change updates the original ADC 452 duplicate criteria to include the SDR 

document type code. This will allow WebSDR to distinguish unique SDRs that would otherwise 

appear to be duplicates. This might occur when a distribution center receipts materiel under the 

same document number used for the original shipment to the customer. The distribution center 

would identify this SDR using Document Type 8, while the customer SDR would cite Document 

Type 7. 
Attachment, ADC 1250

Page 3

d. Approved Change in Detail:

(1) DOD WebSDR:

(a) New SDR submissions (Transaction Set Purpose Code 00) transmitted 

to WebSDR will reject as a duplicate when the SDR matches an existing valid SDR on all of the 

following data elements. 

1. WebSDR status is not cancelled

2. document number/suffix,

3. discrepancy code (one matching value),

4. SDR document type code,

5. transportation control number (if provided), and

6. pending update or replacement of ADRS (see paragraph 

4.c.(2)), ADRS DCN (if provided) in conjunction with the submitting DLA Distribution Center 

(identified by RIC or DoDAAC). 

(b) WebSDR will perform validation for duplicate SDRs prior to 

transmitting the SDR to the receiving SDR system (or email recipient). WebSDR will consider a 

new submission SDR unique if it does not match a previously submitted SDR using the above 

criteria. WebSDR will assign a unique WebSDR control number to valid new submissions. 

WebSDR will block on-line creation of an SDR that will violate duplicate SDR criteria by 

identifying the problem to the user and requesting revision. For transactions, WebSDR will 

reject new submission SDRs identified as duplicates using the above criteria with Reply Code 

719 (Discrepancy report rejected. Duplicate of previously submitted SDR).

(2) Distribution Standard System (DSS) Automated Discrepancy Reporting 

System (ADRS): DLA Distribution will need to develop a plan for future implementation that 

will terminate ADRS submission of multiple SDRs associated with the same shipment and 

discrepancy due to internal use of multiple receiving lines for processing the receipt. ADRS may 

consolidate SDRs prior to submission to WebSDR or ADRS may submit corrections to update 

the initial SDR submission to reflect the additional discrepant quantity and other information 

from the second and subsequent receiving lines.

Staffing Note: Request DLA Distribution review this requirement and provide feedback with an 

estimated timeline for future implementation. EBSO received no response to this staffing note. 

(3) Component SDR Systems: 

(a) Because WebSDR will serve as the central hub for validation and 

rejection of duplicate submissions, Components may choose to relax their internal system edits 

to reject only new submission SDRs (Transaction Set Purpose Code 00) containing the same 

WebSDR control number as a previously submitted SDR. Alternatively, Components’ SDR 
Attachment, ADC 1250

Page 4

systems may use above WebSDR duplicate criteria. DLMS procedures do not authorize 

Components to apply more stringent requirements than those listed above.

(b) Additionally, Component SDR systems must apply edits to prevent 

creation of SDRs that would violate duplicate criteria based upon editing against an internal 

database of SDRs previously submitted by that system.

e. Revisions to DLM 4000.25 Manuals: Revise DLM 4000.25, Volume 2, Chapter 17. 

Revisions are shown in the Enclosure.

f. Proposed Transaction Flow: No change to standard transaction flow.

g. Alternatives: Require each Component to provide SDR data offline for SDRs 

rejected as duplicates by SDR applications utilizing their own internal business rules. This 

approach would not be efficient or cost effective and could present significant issues from an 

auditability perspective.

5. REASON FOR CHANGE: This change will provide consistent systemic criteria for all

DOD SDR applications for what constitutes a duplicate SDR and provides for consistent 

scenarios for SDRs to be rejected as duplicates. 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Having DOD-wide criteria to identify duplicate SDRs will eliminate the 

need for Component SDR systems to reject SDRs as duplicates based on internal business rules 

for that individual system. With a standard approach, there should be no need to manipulate data 

such as selecting a less appropriate discrepancy code to bypass the duplicate edit. 

b. Disadvantages: None identified.

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET:

a. The target implementation will be March 1, 2019 for DLMS compliance. Staggered 

implementation will apply. 

b. EBSO requested DLA Distribution provide a timeline for re-engineering to 

consolidate SDRs resulting from multiple receiving lines; however we received no response to 

this request. The ADRS DCN will be retained for WebSDR duplicate criteria pending this 

change. 

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available at this time. 

9. IMPACT:

a. New DLMS Data Elements: No new data elements identified in this change.
Attachment, ADC 1250

Page 5

b. Changes to DLMS Data Elements: No changes to existing data elements identified 

in this change. 

c. Automated Information Systems (AIS):

(1) Components must update their SDR applications to reflect the duplicate edit 

criteria as described above.

(2) DSS must establish a means to prevent creating duplicate SDRs due to 

shipments split among multiple receiving lines. 

Staffing Note: The need to use the originating RIC/DoDAAC to identify a unique DCN is also 

noncompliant. DLA Distribution and DLA Disposition should take advantage of this major 

system enhancement to develop a unique value for each DCN (e.g., by expanding the field length 

to include additional information).

d. Defense Automatic Addressing System (DAAS): Update WebSDR to include SDR 

document type code.

e. Non-DLM 4000.25 Series Publications: Components will need to update their 

internal policies and procedures to ensure synchronization with the described duplication criteria. 

10. PROPOSED DLMS CHANGE (PDC) 1269 STAFFING RESPONSE/COMMENT 

RESOLUTION:

Originator Response/Comment Disposition

1. Army SDR Concur without Comment Noted.

2. Navy Concur without Comment Noted.

3. Air Force Concur with Comment:

This rule change may cause inadvertent materiel 

rejects in the Air Force retail supply system. There are 

instances of having the same document number and 

quantity being shipped multiple times to the same 

location especially to the CENTCOM AOR. Once the 

first document processes successfully the Due-In is 

removed from the Air Force Retail Supply System 

(ILS-S). Later shipments arriving with the same 

document number and quantity results in SDRs for 

each of the duplicate shipments. Discrepancy O3 -

Quantity duplicates another shipment is the only 

discrepancy code which applies. Based on these rules 

being implemented by DoD WebSDR, if the first 

shipment is received not resulting in an SDR, the third 

and any additionally received shipments, with the 

same document number will be rejected.

Noted. EBSO discussed this issue 

with the Air Force who suggested 

the shipments arriving with the same 

document number originated from

GSA vendors who were not 

inputting the partial shipment 

indicator in the TCN. EBSO 

coordinated with GSA to ensure 

contractors use the partial indicator 

for partial shipments in the TCN. 

GSA confirmed contractors should 

be following the DTR guidance for 

using the partial indicator in the 

TCN. EBSO conveyed this 

information to the Air Force; Air 

Force agreed to proceed with this 

change as written. 

4. Marine Corps Concur without Comment Noted.

5. DLA Concur without Comment Noted.
Attachment, ADC 1250

Page 6

Originator Response/Comment Disposition

6. AFSAC Concur without comment Noted.

7. USTRANSCOM Abstain Noted.
Enclosure, ADC 1250

Page 1

Enclosure 1, Defense Logistics Manual (DLM) Chapter Revisions

Revise DLM 4000.25, Defense Logistics Management Standards, Volume 2, Chapter 17, Supply 

Discrepancy Reporting, as shown. 

Changes are identified by bold red italics and strike-though text.

“C17.3.20.2.19. Duplicate SDRs defined as a new submission matching an existing SDR 

on WebSDR control number. Prior to WebSDR control number assignment, duplicate SDRs 

are defined as a new submission matching an existing valid SDR on all of the following: 

WebSDR status is not cancelled, document number/suffix, discrepancy code (minimum of one 

matching value), SDR document type code, and transportation control number (if provided). 

Pending future system upgrade by DLA Distribution, the Distribution Standard System (DSS) 

Automated Discrepancy Reporting System (ADRS), and the depot control number (DCN) in 

conjunction with the submitting system RIC/DoDAAC also distinguishes unique SDRs to 

preclude rejection as a duplicate. 2

 Reject with Discrepancy Disposition/Status (Reply) Code 

719. Note: DoD Components may use this code based on internal business rules.”

 2 Refer to ADC 1250.